"Director of Administration and Planning"

Position Summary

The incumbent reports to the Dean of Undergraduate Student Life (DUSL) and is responsible for budgeting, financial planning, administration, and overall operations of the unit. The incumbent provides assistance with strategic initiatives, project planning and implementing unit priorities.

The Director will be a member of the DUSL’s leadership team and will collaborate with the team to provide leadership and vision for USL. The Director provides critical leadership to the Clubs and Organizations Leadership Team, including oversight of the Student Engagement platform, working closely with the DUSL and the Student Engagement leadership to coordinate systems, governance, and operations across the platform.

The Director will work closely with the administrative units of the College including CC Finance, CC Human Resources, and CC Information Technology to manage USL financial and administrative operations, and provide quality core administrative functions. This work will be carried out with the premise of shared accountability for the effective and efficient use of the College’s resources.

Responsibilities

• Responsible for the oversight of USL’s budget planning and administration, including work with DUSL, leadership team, and CC Finance on the annual budgeting, closing, and the periodic re-forecasting processes. This includes activities such as:
  • Contribute to the management and execution of USL’s operating budget by providing a wide range of fiscal support to ensure effective management of USL, College, and University financial resources.
  • Develop expertise in the business and operations of USL including student groups
  • Work closely with DUSL, CC Finance, and managers to construct USL’s annual budget submission.
  • Develop and maintain expertise about financial processes and policies.
  • Communicate/clarify financial processes and policy to USL staff that is consistent and adheres to best practices with CC and University protocols.
• Oversee and execute administration of financial activities within USL, including but not limited to:
  • Approve financial accounting transactions
  • Work with CC Finance and other departments to address issues and clarify processes as needed
  • Communicate budget processes, and tracking to DUSL and USL leadership to assist them in making sound financial decisions
  • Develop and maintain tracking mechanisms of actual spending and encumbered commitments
  • Reconcile financial statements and analyze budget variance reports to identify trends that will inform budget planning
  • Develop expertise in University systems to prepare reports for DUSL and staff
  • Ensure staff are up to date on all training, policies, and procedures required for financial management
• Supervise a team of professionals and provide leadership development, support, and accountability.
• Oversee the technology used by Student Groups in partnership with the Dean of Undergraduate Student Life, the Student Engagement leadership, and CCIT to coordinate systems, governance, and operations across the platform. Act as a primary collaborator with CCIT, coordinating on technology planning, system integrations, and ongoing platform support to meet USL’s operational and student-facing needs.
• Provide critical leadership for the facilitation of the Clubs and Organizations Leadership Team, USL’s coordinating body for the clubs and organizations ecosystem. Work closely with Student Engagement leadership to ensure cohesion and effectiveness across the clubs and organizations ecosystem.
• Serve as Co-Lead of Assessment alongside the DUSL, the Unit Lead of Student Engagement, and the CC Data Group to guide the development and use of data, assessment frameworks, and reporting to inform decision-making and continuous improvement.
• Oversee operational activity within USL. Work with DUSL and management team to develop, recommend, and implement operating policies and procedures for efficient unit functioning. Ensure compliance with university and CC operating policies and procedures. Manage USL’s physical facilities.
  • Lead collaboration on USL service-level agreements (SLAs) related to office operations and technology upkeep, ensuring clarity of expectations, responsiveness, and accountability across partners.
• Work closely with the Executive Assistant and Project Manager and consult with CC Human Resources to develop and implement professional development planning for staff within the USL budget. Collaborate with CCHR by assisting with departmental on-boarding procedures, providing local orientation, educational, and training opportunities for staff.
• Serve as a liaison to various committees and offices within CC, Engineering, and University. Includes, serving as liaison to CC Information Technology and Dean’s Office communications team. Collaborate on technology projects and communications for USL including leading existing and new enhancements and initiatives, websites, and hardware/software requirements.
• Participate in the growth and development of USL, the College & School of Engineering, and Columbia University, including providing support for key initiatives and experiences, serving on committees, and collaborating with College and University partners to further the work of USL and the College.
• Other duties as assigned

As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.

Minimum Qualifications

• Bachelor's degree required.
• Minimum four years of progressive professional experience and budget oversight.
• Demonstrated experience as a manager is essential.
• Excellent written and verbal communication as well as conflict resolution skills.
• Strong attention to detail and accuracy.
• Must demonstrate ability to work in a fast paced political environment, and manage multiple priorities with poise and discretion.
• Demonstrated diplomatic, analytical and organizational skills along with outstanding judgment.
• Must be able to quickly learn University electronic processing systems for budgets and reporting.

Preferred Qualifications

• Advanced degree in Student Personnel Administration, Higher Education, Counseling, Public Administration, or related field desirable.
• Familiarity with Columbia University financial policies and systems is strongly preferred.